Grant and Fund Management Software Solution

The Vendor is required to provide to modernize its grant and fund management processes through a unified, transparent, and automated system.
- Modern system that supports the full lifecycle of grant management; from award setup to fund allocation, sub recipient management, expense tracking, and performance reporting.
- The system will replace manual, spreadsheet-based processes currently used for grant administration and financial oversight.
- Provide a secure, cloud-based software solution capable of managing the full grant and fund management process, including setup, monitoring, compliance, and reporting.
- Specified features
1. Grant and contract management
•    Maintain a central repository for grant award and contract documents, including applications, budgets, amendments, and billing reports.
•    Maintain grant lifecycle dashboard with the ability to define and customize each step and attach documents of reference.
•    Track key contract terms, renewal options, expiration dates, and deliverable deadlines.
•    Provide role-based workflows for approvals, budget modifications, and reporting submissions.
•    Include a full audit trail and version control for all records and actions.
2. Sub recipient and fund management
•    Enable allocation and tracking of funds to sub recipients, consultants, and internal cost centers (by grant, by cost category).
•    Provide sub recipients access to create and adjust budgets, enter expenses, and submit reports and documents through a secure online portal.
•    Support automated enforcement of grant periods to prevent entries outside of allowable dates.
•    Support automated enforcement of constraints to prevent entries outside of budget or maximum percent allowed per expense category.
•    Support manual entry capability for expenses generated outside the grant management system.
•    The solution will allow sub recipients to manage budgets and report expenses through a centralized portal.
3. Reporting and analytics
•    Provide real-time dashboards displaying grant lifecycle, grant and contract balances, expenditures, encumbrances, and performance indicators (available “drill-down” filters: overall, by fund, by vendor, calendar year, fiscal year, current period, contract to date, etc.).
•    Enable automated and ad-hoc report generation for leadership, program staff, and auditors.
•    Support spend-down forecasting and budget-to-actual comparisons by project, sub recipient, and funding source.
•    Support periodic, cumulative, or end-of-contract figures for reporting and analysis.
4. Workflow automation and alerts
•    Include automated deadline tracking and notification features for reports, renewals, and closeouts.
•    Allow configuration of approval workflows based on organizational hierarchy and funding source requirements.
•    Maintain activity logs of all user actions for transparency and compliance.
•    Provide optional in-system portal or feature for notes, comments, or user collaboration.
5. User roles and licensing expectations
•    The system will allow flexible user management for internal and external stakeholders, with permissions aligned to operational roles.
•    Agency anticipates approximately 25 internal users and 36 external sub recipient users and requires the ability to scale as programs expand.